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How to approve a reimbursement for payment?

  • Updated

Approving a reimbursement moves it from a staff member's request into a scheduled, automatic payment.

Before you start

  • Only your business's designated reimbursement approvers can approve a request. Being a budget approver or reimbursement admin alone doesn't give you approval rights.
  • If the request's submitter is also its assigned approver, your Approval Rules' "Prevent self approval" setting decides how that's handled.
  • Some businesses require sign-off from more than one approver before a reimbursement counts as fully approved.

Steps

Web app

  1. Click Approvals in the left-hand sidebar.
  2. Open the Pending Approval tab to find the reimbursement.
  3. Click into the reimbursement to open it.
  4. Confirm the payment date.
    • It's pre-filled to today by default, so you don't need to set it. Change it to a later date if you want to delay payment.
  5. Click Approve.

Mobile app

  1. Open the Approvals tab in the Weel mobile app.
  2. Find the reimbursement under Pending.
  3. Tap into the reimbursement to open it.
  4. Confirm the payment date.
    • As on web, it's pre-filled to today by default and you can change it if needed.
  5. Tap Approve.

What happens next

Once approved, Weel automatically pays the reimbursement on the scheduled date. There's no separate manual payment step. If a payment fails because of insufficient budget, Weel retries automatically once funds are topped up. Other failures, like invalid bank details, don't auto-retry, so an admin or approver needs to fix the issue and manually retry from the Reimbursements page (filter for "Failed payments", then use Retry, Resubmit, or Pay now).

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